Why Orders Remain Open
Sometimes an order may stay on your dashboard even after you've shipped it. This often means the workflow isn't finished; but can also happen if the workflow needs to be closed by you or archived.
Cancelled and Rejected orders work the same way. They stay visible until you close the workflow or archive them.
Closing a workflow cannot be undone, and you will not be able to send documents from a closed Workflow.
Ensure you have sent all required documents before closing.
Some common reasons that Order Workflows remain open are:
A required workflow document, such as a Purchase Order Acknowledgment (POA), hasn't been fully sent.
A PO Change was received but not yet accepted or rejected.
If you accept a PO Change after finishing the workflow, the new PO will ask for its own return documents, so it shows as open.
The order was cancelled or rejected but hasn't been archived or closed yet.
Open Orders: Removing Orders from the Dashboard
To remove Orders from your Dashboard you can close the Workflow yourself, or you can Archive the Order.
Close Workflow allows you to end an open workflow. Select Close Workflow on the order.
Make sure to send all required documents first. This action cannot be undone, and you cannot create documents from a closed order.
Archive removes the order from your active view. Locate the order and select Archive. It will no longer show on the Dashboard or Transactions view.
Archived documents aren't gone. To find it later, run an Advanced Search with the Include Archived documents filter selected.
Duplicate Documents: Identifying and Resolving Duplicates
Duplicates usually happen when a trading partner sends the same PO or document more than once. Confirm with your customer to determine whether the duplicate documents were intentional before taking any action to archive or fulfill an Order.
For duplicate POs, we recommend comparing them to confirm they match completely.
If only one needs to be fulfilled, archive the rest and complete the workflow on just one order.
Tips for Searching Your Documents Efficiently
You can still find documents you've archived through searching. Below are some tips for locating archived documents, as well as some tips for searching for documents.
Use the Transactions tab to search by order number, invoice number, or document ID.
Use Advanced Search to add filters such as send date range, document type, or trading partner.
Add the Include Archived documents filter to find any documents you archived earlier.
Select Clear Fields before starting a new search. This removes any filters from previous searches that could skew your results.
Search for invoices by invoice number, not order number. Fulfillment ties invoices to the invoice number.
If an invoice sent from your internal system doesn't appear in the Transactions tab, check Fulfillment Monitor. It will show documents SPS Commerce has received but is still in the process of sending to Fulfillment.
More Information
Check out the Fulfillment Collection to see all Fulfillment articles.
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